Module:
This feature is included in goTom Publisher.
Role:
The user needs a corresponding role to create activities.
Where to find:
Activities can be created in the following locations:
Customers
Leads and Contacts
Opportunities
Campaigns
Deals
Publisher contracts (only with goTom Marketer and goTom Marketer Light)
Functionality:
Communication with clients can be recorded in the activities. The activities are always linked to a data record in goTom, for example a campaign. These activities are available:
Task (learn more about CRM tasks)
Additionally with due date and date for e-mail reminder
Activity tasks can be marked as "completed"
Email
Lunch
Additionally with a field for the location
Meeting
Additionally with a field for the location
Phone call
Video call
Note
Topic of an activity
A topic must be assigned to each activity. Depending on the location where an activity is created, different topics are available.
Lead/Contact | Opportunity | Campaign | Deal-Group | Publisher contract |
Customer acquisition Customer care Other Negotiation | Approved Negotiation Offer Other Qualification Rejected | Billing Cancellation (rejected) Offer Approval Monitoring Complaint Reporting Reservation Screenshots Other Advertising material | Deal Sheet Monitoring New Deal Group Other | Payout Other Negotiations
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Participants of an activity
External participants in an activity are contact persons who, for example, are stored in a campaign as a contact with the customer, agent or agency.
Internal participants in an activity are internal users. An internal participant can be sales or campaign management.
Attachments
Up to three documents and a maximum of three links can be attached per activity.
Filter option "Activity relation"
With the relation of an activity, you can also display the activities from other objects that are related to the object you are on. By default, the object on which you currently are is set.
Example: In the activity view of a contact person, you can use the "Customer" relation to display all activities of the associated customer. You can also enter the contact person in the "External participants" filter to display all activities of this contact person in connection with activities on the customer.
In the activity view of a customer, for example, you can filter for activities in connection with campaigns in which the customer is assigned.
Automatically generated email activities by goTom
When an email is sent out of goTom, we automatically save this as an activity for the corresponding object (e.g. campaign, contact person, etc.).
Reminder email for birthdays of contacts
are always sent and saved as an activity in the language of the goTom user
Emails sent from screenshot tasks
are always sent and saved as an activity in four languages (german, english, french, italian)
Emails sent from reporting tasks
are always sent and saved as an activity in four languages (german, english, french, italian)
Ad material reminders sent from ad management tasks
are always saved as an activity in the language of the instance, but can be sent in different languages depending on the settings in the customer/contact
Invoices sent from financial tasks
are always sent and saved as an activity in four languages (german, english, french, italian)
Payout statements sent from publisher payout tasks
are always sent and saved as an activity in the language defined in the publisher contract
Note: Automatically generated activities from emails cannot be modified. However, a "creator" - the person (goTom user) who triggered the dispatch - can delete the activity completely. The automatic creation of emails as activities cannot be deactivated.
Capture emails in goTom when sending them
Activities of the type email can be logged in goTom directly by using a bcc address when sending the email from your email software. The procedure is as follows:
For Leads, Contacts, Customers, Campaigns and Deals
Open the goTom data record for which you want to capture the email
Click on the copy symbol next to "Last activity" in the header bar
Paste the copied email address into the mail software as a bcc recipient and send the message
For Publisher Contracts
Open the activities on the publisher contract for which you want to capture the email
Click on "Add task or activity"
Select the type "Email"
Copy the email address generated by goTom, insert it as a bcc recipient in the email software and send the message
Close the dialogue in goTom (do not click on "Next")
Important:
The sending email address must be set in the users goTom account.
You can also create a user with a generic email address (e.g. support@gotom.io) in order to send emails to goTom from this address.
The email address generated by goTom relates to a specific data record (e.g. a specific customer or a specific campaign) and cannot be reused for other data records.